Medical Office Manager Floater (NYC & Hoboken)

Job Overview ENT and Allergy Associates, LLP and Hümi is seeking a self‑motivated, people‑friendly full‑time Practice Site Administrator Floater for our New York City (5 Boroughs) and Hoboken offices. Salary: $59,000–$62,000/year. The overall purpose of this position is to manage all the day‑to‑day responsibilities of a large office, where the staff size is greater than five people. Responsibilities Recruit, train, evaluate, schedule, and supervise all personnel. Travel to all office locations as needed. Assist with surgical scheduling. Cover the offices in all capacities when required. Train all employees on IFOD functions (Icon/USB) and use of Phreesia and the web portal. Audit staff to ensure compliance and identify training needs. Educate staff regarding job requirements and expectations. Work with Human Resources and Operations to address staffing concerns, such as personnel conflicts, performance issues, and shortages. Document personnel problems in employee records and counsel staff when necessary. Maintain a neat and tidy waiting room, exam rooms, kitchen, and file rooms. Answer phones, assist with patient complaints or concerns, and cover for other staff members when they are out sick. Accept hand‑offs of patient complaints and issues escalated to the PSA. Troubleshoot and assist patients escalated to the PSA for billing, appointment, or other necessary areas. Review all physician schedules daily to ensure the appointment policy of five patients per hour is followed. Review and create daily schedules of all staff members, daily hours, Saturdays, vacation schedules, etc. Review all work‑log tasks daily. Order and maintain accurate levels of all office supplies and forms. Establish relationships with vendors and suppliers and train staff on purchasing software. Operate the office under specified budget constraints, prepare and approve invoices, and follow appropriate policy and procedure. Reconcile petty cash daily and manage any charge draw. Manage old accounts receivable during transitions and prepare EOB/Monies for the corporate office. Create a daily mail payment journal with appropriate documentation and deposit funds. Run KEPT reports to ensure all charges for the day are accounted for. Run daily reports such as Encounters with no charges and drop charges. Ensure staff is up to date with their orders report and inbox; audit randomly throughout the month. Run claim edits after charges are dropped to scrub errors. Keep accurate payment journal and accounts‑payable logs. Precertify and schedule surgeries and tally monthly totals and referrals. Post surgical charges and hospital/ER consults daily. Communicate office schedules, insurance issues, and medical fees directly with doctors. Educate physicians and staff on billing processes, documentation guidelines, and coding. Hold regular office meetings (morning or afternoon huddles). Handle all medical record requests or coordinate with the file coordinator. Respond to CBO billing requests in a timely fashion. Maintain the facility checklist throughout the year (e.g., carpet cleaning, waxing). Learn and train employees on the new electronic medical records (EMR) system. Reschedule appointments during inclement weather or unexpected emergencies, possibly after‑hours or on weekends. Ensure phones are serviced at the end of the day and provide on‑call schedule. Cover additional patient representative duties when scheduled. Collaborate with all departments at ENTA to facilitate open items. Qualifications & Personal Attributes Can handle a multitude of tasks simultaneously. Effective interpersonal skills with employees. Willing to train personnel and travel to office locations as required. Preferably first to arrive in the office. Strong organizational and multitasking abilities. Team‑player mentality and self‑motivation. Benefits Medical/Dental/Vision insurance Company‑paid long‑term disability Flexible spending account Company‑paid life insurance Voluntary life insurance 401(k) Pet insurance Floater benefits including transit and $75.00 per month phone reimbursement Equal Opportunity Employer ENT and Allergy Associates is an equal‑opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. #J-18808-Ljbffr